Control who can see your data

Lightfield has separate controls for email and meeting content, record editing, and shared recordings or dashboards. Choose the control for the information you want to share.

Who can use it

Every plan includes email and meeting visibility settings. Owners, admins and members manage their own connected accounts. Workspace roles, custom record permissions and sharing settings determine what else someone can do; each linked article states its requirements.

Choose a privacy control

Your goal	Use this control	Check before changing it
Hide a mailbox’s email and meeting content from teammates	Metadata only in Settings → Mail and Calendar	Teammates can still see participants and timestamps. Each connected account has its own settings.
Make one email or meeting private	Make private in that item’s three-dot menu	Read the visibility rules; record edit access does not grant access to private activity.
Exclude particular addresses or domains from sync	Blocked senders and domains	A mailbox’s list applies to that mailbox. Another participant’s connected mailbox may still sync the activity.
Include or hide your own LinkedIn conversations	LinkedIn conversation selections	Only your connected account is affected; you must review and apply the agent’s proposal.
Control who can change CRM records	Groups and record permissions	Editing, deleting and reading are different permissions. A View only level still permits viewing records.
Share a confidential meeting recording externally	Invite by email	An invited person verifies their email. A public link can be opened by anyone who has it.
Give a teammate read-only workspace access	Viewer seats	A Viewer is a workspace member. Do not use this as a substitute for sharing only one recording.
Share a dashboard	Dashboard sharing	Check the data in every report before sharing; the dashboard’s audience can differ from an individual record’s audience.

For confidential recordings, turn off Public link if it is already enabled, then invite the recipient by email. The recipient has to verify their identity; sending an invitation does not disable an existing public link.

Change mailbox visibility

1. Go to Settings → Mail and Calendar and open the connected account.
2. Under Visibility settings, choose Metadata only.
3. Check the visibility of any existing sensitive email or meeting separately. Use Make private on that item when needed.

Your mailbox setting controls content visibility. It does not remove accounts or contacts, change record edit permissions, or stop syncing. For exclusions and their effect on existing activity, follow Mail and Calendar.

Check imported meeting content before connecting

Granola notes and transcripts attached to a Lightfield meeting take on that meeting’s visibility, including notes that were private in Granola. Check the audience before enabling private or manual-note imports. See Granola.

Sequence email has its own workspace visibility rules. Review Sequence senders and settings before enabling a mailbox for sequences.

Troubleshooting

A private view still shows records to a teammate

A saved view controls how you browse records. It does not restrict the underlying records. Use the relevant visibility or permission control above.

I need reps to see only selected accounts

Describe the intended audience and records to Lightfield support before giving the person workspace access. The documented record permission levels control changes and include viewing records; they do not establish a territory-based read restriction. An Enterprise entitlement alone does not confirm that this requirement can be enforced.

Common questions

Does edit access expose private email content? No. Record edit permissions and private email or meeting visibility are separate. See Groups and record permissions.

Can I share one recording without adding a workspace member? Yes. Open the meeting’s Share dialog, turn off Public link if it is enabled, and invite the person’s email address. See Share a recording.